Jazz Pharmaceuticals

Site Based Administrative Assistant

US-CA-Palo Alto
2 weeks ago(1/5/2018 2:23 PM)
Job ID
2018-3367
# of Openings
1
Category
Research & Development

Overview

Jazz Pharmaceuticals is an international biopharmaceutical company focused on improving patients’ lives by identifying, developing and commercializing meaningful products that address unmet medical needs. We are continuing to expand our commercial product portfolio and our research and development pipeline in therapeutic areas that can leverage our unique expertise.


Our therapeutic areas of focus include sleep and hematology/oncology – areas in which we have a deep understanding of the patient journey and a suite of products and product candidates to address critical needs.


We are looking for the best and brightest talent to join our team.  If you’re looking to be a part of a company with an unwavering commitment to improving patients’ lives and being a great place to work, we hope you’ll explore our career openings and get to know Jazz Pharmaceuticals. 

Position Profile

The Site-based Administrative Assistant will work as an integral member of the R&D organization. This position is accountable for providing directed administrative support to the R&D Senior Directors and above based in the Palo Alto office.  Responsibilities include but are not limited to: calendar management, domestic and international travel coordination, expense management, catering management including supporting setup and cleanup, and greeting visitors.  This position is not eligible for a regular work from home option; however schedule flexibility is available to accommodate employee needs.

Essential Functions

  • Prepare travel arrangements and itineraries in accordance with Travel & Expense policy
  • Prepare and submit expense reports in accordance with Travel & Expense policy
  • Prepare, coordinate and manage contracts, purchase orders, check requests and invoice transmittal in accordance with applicable company policies and procedures.
  • Handle confidential and non-routine information for the individual/s supported.
  • Manage catering for internal meetings (ordering, setup, cleanup)
  • Greet visitors; escort per visitor schedule during visit ensuring visitor is always with a Jazz employee at all times.
  • Sort and deliver mail to appropriate individuals within the R&D organization.
  • Partner with Talent Acquisition Coordinator to ensure best candidate interview experience.
  • Partner with the Philadelphia, PA and Oxford UK site-based admins to deliver consistent administrative support globally.
  • Serve as a positive, outgoing presence in the department to support departmental interactions and collaborations.
  • May need to coordinate project work as requested (e.g. employee engagement, large internal conferences, etc.)
  • May need to provide support during inspections and audits as requested

                                                                     

Minimum Requirements

  • Minimum of three years professional experience in a senior level administrative role in support of multiple leaders in a dynamic environment, preferably in a biotech or pharmaceuticals company.
  • Proven proficiency in Microsoft Word, Excel, PowerPoint, Visio.
  • Proven proficiency with Concur.
  • Effective written and oral communication skills, strong interpersonal skills, and problem-solving, and facilitation skills are a necessity.
  • Must be able to prioritize and multi-task, work effectively with little or no direction, and build collaborative relationships with management, partners and peers.
  • Exceptional organizational skills
  • Experience working in an international organization is preferred.
  • Must be able to work in a highly energetic, flexible, and dynamic environment.

Required/Preferred Education and Licenses

  • HS Diploma or equivalent is required.
  • Some college-level course work is preferred.

Description of Physical Demands

  • Occasional mobility within office environment.
  • Routinely sitting for extended periods of time.
  • Constantly operating a computer, printer, telephone and other similar office machinery.

Description of Work Environment

  • Work indoors in normal office environment with little exposure to excessive noise, dust, fumes, vibrations and temperature changes.
  • Frequent computer use at workstation.
  • Responsibilities may require a work schedule that may include working outside of “normal” work hours, in order to meet business demands.
  • Business apparel may be required based on occasional public contact

Jazz Pharmaceuticals is an equal opportunity/affirmative action employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, or any characteristic protected by law.

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